Job Summary

The Multi-Discipline Assistant Project Manager will support the successful planning and delivery of multi-discipline building design projects by assisting Project Managers with project coordination, technical workflow, and early project management responsibilities. This role helps organize project activities, maintain documentation, track schedules and budgets, and facilitate communication among internal and external stakeholders. The Assistant Project Manager will increasingly contribute to scope, schedule, and proposal development, gaining the experience necessary to independently manage work over time.

Duties and Responsibilities

•      Adopt a positive attitude of accountability by providing reliable, constructible, affordable, and timely solutions (RCAT), supporting Providence being the Engineer of Choice

•      Assist Project Managers with project planning, organization, and scheduling, including developing project schedules, coordinating resources, and verifying design concepts

•      Support setup and maintenance of project files and documentation (electronic and hard copy), ensuring compliance with company protocols

•      Help coordinate communication between internal design team members, external consultants, clients, and vendors

•      Participate in project meetings; assist with scheduling, preparing agendas, and documenting meeting minutes; follow up on assigned tasks

•      Monitor project schedules, track deadlines and deliverables, and maintain project status logs, checklists, and calendars

•      Coordinate and assist with submittals, RFIs, transmittals, document control, and drawing distribution

•      Assist with preparation and formatting of proposals, reports, project deliverables, and supportive documentation

•      Assist with project accounting activities including timesheet tracking, expense reporting, maintaining contracted fees in the accounting system, and invoice preparation

•      Support Project Managers in reviewing and approving client invoicing and helping pursue outstanding accounts receivable per established protocols

•      Maintain project records, including redlines, markups, and document versions to support internal quality control processes

•      Facilitate communication between project stakeholders, responding to internal/external inquiries and escalating issues as appropriate

•      Assist PMs in preparing and implementing project budgets and organizing tasks according to project needs

•      Contribute to cost analysis and development of expected cost estimates for proposals

•      Help coordinate subcontractor and consultant efforts, including contract routing, purchase order terms, and NDAs through internal channels

•      Assist with risk assessment by identifying project concerns and providing recommendations for mitigation

•      Support compliance with federal, state, local, industry, contractual, and company regulations, standards, specifications, and best practices

•      Participate in drawing reviews, including preparing or organizing redline markups and coordinating with drafting teams

•      Maintain strong, positive relationships with internal and external project stakeholders

•      Develop skills in client-facing communication to support growing project responsibilities

•      Assist with project staffing coordination and task delegation in collaboration with PMs

•      Help support colleague development through collaboration and knowledge-sharing

•      Participate in professional development activities when appropriate

•      Begin supporting business development efforts by assisting in proposal preparation and gaining exposure to securing work for future independent project management

•      Perform other related duties as assigned

Knowledge, Experience, and Skills

•      Associate’s degree or Bachelor’s degree in Architecture, Engineering, Construction, or a closely related field is required

•      5+ years of related engineering and/or building design experience

•      Foundational understanding of architecture, engineering, and/or construction terminology, processes, and project lifecycles

•      Strong organizational skills with attention to detail and the ability to maintain accurate project records

•      Strong written and verbal communication skills, including ability to prepare meeting documentation

•      Ability to manage multiple tasks and priorities in a fast-paced, deadline-driven environment

•      Self-motivated with a willingness to learn and take on new challenges

•      Team-oriented with strong interpersonal and customer service skills

•      Thorough understanding of or the ability to quickly learn about project requirements

•      Proficient with Microsoft Office Suite or similar software to maintain accurate project records